Benefits
of Microfilming

There are various reasons for
microfilming records. One of the most important is for the preservation
of information. Microfilm is recognized as durable medium for permanent
records, with an estimated lifespan of more than 500 years when properly
manufactured, processed, and stored. Records whose original format has intrinsic
value would also benefit from filming in order to save wear and tear on
the original. If the records do not have intrinsic or even permanent value,
but are used frequently, microfilming can still save on wear and tear.

Micrographic technology has
been around for more than 70 years, so there is a well-developed set of
standards that, when followed, assure high quality, longevity, and compatibility.
These standards are set by organizations such as American National Standards
Institute (ANSI ) and the Association of Information and Image
Management (AIIM).

Microfilming provides security
of information vital to the operation of an office. If records are microfilmed
and the film is stored off-site, the data will be available even if the
original paper is destroyed or lost. The need for space can also be a
factor since a roll of microfilm can hold from 900 to 6000 pages. The
cost of storing paper in a records center balances the cost of filming
after approximately twenty years. Storing paper in an office setting (which
is very expensive) would justify the cost of filming well before the twenty-year
mark.

Microform
Copies as Evidence

In Utah, "a transcript, exemplification,
or certified copy of a microphotograph has the same legal force and effect
as the original" (Utah Code 63-2-906 (2)). Nationally, microforms are considered
legally acceptable substitutes for original records if they are created
during the normal course of operations. Following the recommended practices
for targeting and identification (adapted from ANSI/AIIM MS19-1993, Standard
Recommended Practice -- Identification of Microforms) should satisfactorily
identify and authenticate the microform copy to meet the requirements stated
in the Uniform Photographic Copies of Business and Public Records as Evidence
Act.